Client Care Specialist

2 months ago

Venice, Florida, United States Jacaranda Animal Hospital Full time
Job Title: Client Care Specialist - Receptionist

Job Summary:

The Client Care Specialist - Receptionist is a vital member of our team at Jacaranda Animal Hospital. This role is responsible for providing exceptional client service, ensuring a positive experience for our clients and their pets. The ideal candidate will be a friendly, efficient, and organized individual who can multitask with ease.

Key Responsibilities:
  • Client Relations:
    • Answer incoming calls and respond to client inquiries in a timely and professional manner.
    • Provide information on hospital services, fees, and animal care and treatment in accordance with hospital policies.
    • Handle basic questions and direct other inquiries to veterinarians, Practice Manager, or other staff members.
    • Use active-listening skills to obtain necessary medical and personal information from clients.
    • Discern potential client problems, complaints, or questions and handle them appropriately.
  • Appointment Scheduling:
    • Schedule outpatient, surgical, hospitalized patient, and boarding appointments using a computerized scheduling program.
    • Allocate the appropriate amount of time according to the type of visit and maintain emergencies.
    • Schedule appointments to meet clients' needs and efficiently use veterinarians' and staff members' time.
  • Computer Use and Maintenance:
    • Accurately enter and retrieve records and reports, enter fees and charges, and maintain the database.
    • Generate financial and other reports using the computer system, as directed.
    • Print client correspondence, such as reminder cards and letters, thank you letters, and new-client letters.
  • Cash Handling:
    • Accept payments from clients and accurately process cash, checks, charge card payments, credit account payments, and post-dated checks.
    • Perform end-of-day procedures, including balancing the cash drawer, running daily reports, preparing and making a bank deposit, and presenting reports and deposit receipts to the Practice Manager or owner.
  • Facility Maintenance:
    • Assist staff with cleaning and straightening the public areas of the practice, including the front desk, reception area, client restrooms, and exam rooms.
    • Restock and arrange retail and point-of-purchase displays.
    • Open the practice and set up for the morning as directed.
    • CLOSE the practice for the evening as directed.
  • Personal Conduct:
    • Serve as a representative of the hospital, displaying courtesy, tact, consideration, and a positive attitude in all interactions with clients, patients, and other staff members.
    • Demonstrate initiative in everyday duties by seeking other work during down times, assisting other employees, and filling in for other employees as needed.
    • Adhere to the posted work schedule, arrive for work promptly, and begin work at start time.
    • Follow hospital policies for reporting lateness or absences.
Requirements:
  • Education equivalent to the completion of the 12th grade.
  • Knowledge of general office practices and procedures, Client Care Specialist (receptionist) duties, and telephone techniques.
  • Demonstrated ability to perform clerical work with speed and accuracy, use a multiple-line telephone system, and handle cash and other forms of payment.
  • Experience assembling patient records, obtaining relevant information from clients, and accurately entering a variety of information in patient records.
  • Ability to complete assigned tasks in the time allotted without direct supervision.
  • Demonstrated ability to show empathy toward clients and treat animals with respect and compassion.
  • Excellent interpersonal communication skills.
  • A commitment to outstanding client service.
  • Ability to lift objects weighing 40 pounds without assistance and objects weighing more than 40 pounds with assistance.
  • Ability to stay on task and work energetically for entire shift, sometimes exceeding 10 hours per day.

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